Receptionist/Administration

Full Job Description

Psych Experts is a growing psychological practice located in Parramatta, providing professional psychological services to children, adolescents, adults, families and other clients across the community.

We are seeking an experienced, professional and reliable Receptionist to join our growing practice.

This role is ideal for someone with experience in psychology, allied health, medical reception or a similar client-facing healthcare environment who understands the importance of providing a warm, professional and supportive experience to clients.

As the first point of contact for many of our clients, you will play an important role in ensuring the practice operates smoothly and that clients feel welcomed, respected and supported from their first interaction with Psych Experts.

The Role

As a Receptionist, you will be responsible for providing high-quality front-desk and administrative support to our psychologists and clients.

You will work closely with psychologists and the practice management team to coordinate appointments, manage enquiries, maintain client records and support the day-to-day operation of the practice.

The role requires someone who is organised, calm under pressure, highly professional and comfortable working with sensitive and confidential information.

Key Responsibilities

• Welcoming clients to the practice in a warm, professional and respectful manner.
• Managing incoming phone calls and enquiries.
• Responding to client enquiries via phone and email.
• Scheduling and managing client appointments.
• Managing psychologist calendars and appointment availability.
• Processing new client enquiries and referrals.
• Maintaining accurate client information and electronic records.
• Completing data entry and general administrative tasks.
• Processing payments, invoices and receipts.
• Assisting with Medicare and other relevant billing processes.
• Following up outstanding accounts and administrative matters.
• Providing administrative support to psychologists.
• Preparing consultation rooms and ensuring the reception area is organised and welcoming.
• Managing incoming and outgoing correspondence.
• Maintaining confidentiality and privacy at all times.
• Assisting with client intake and onboarding processes.
• Supporting psychologists with administrative requests.
• Managing cancellations, rescheduling and appointment changes.
• Assisting with waitlists and client follow-up.
• Supporting the Practice Manager and Director with general administrative duties.
• Performing other ad hoc administrative tasks as required.

Essential Requirements

The successful applicant will ideally have:

• Previous experience as a Receptionist, Medical Receptionist, Allied Health Receptionist or similar healthcare administration role.
• Minimum 2 years' experience in a client-facing administrative or reception position.
• Experience working within a psychology, mental health, allied health or medical practice is highly desirable.
• Excellent communication and interpersonal skills.
• A warm, professional and empathetic manner.
• Strong organisational and time-management skills.
• Excellent attention to detail.
• Ability to manage confidential and sensitive information appropriately.
• Ability to multitask and prioritise in a busy practice environment.
• Strong computer and administrative skills.
• Ability to work independently while also being a strong team player.
• Reliability and flexibility.
• Professional presentation and a positive attitude.

Highly Regarded

The following experience will be highly regarded:

• Psychology practice experience.
• Mental health or allied health reception experience.
• Experience working with psychologists or other mental health professionals.
• Experience with psychology practice management software.
• Medicare billing experience.
• Private health insurance billing experience.
• NDIS administration.
• Workers Compensation / SIRA administration.
• Experience managing psychology referrals and client intake.
• Experience working with sensitive or vulnerable clients.
• Experience managing busy psychologist diaries and waitlists.

About You

We are looking for someone who genuinely enjoys working with people and understands that reception is an important part of the client experience.

You will be someone who:

• Is warm, approachable and professional.
• Remains calm and composed when the practice is busy.
• Communicates clearly and respectfully with clients.
• Has excellent attention to detail.
• Takes ownership of their responsibilities.
• Can identify what needs to be done without always being asked.
• Is comfortable handling confidential and sensitive information.
• Works well with psychologists and other team members.
• Is reliable and adaptable.
• Understands the importance of maintaining professional boundaries.
• Wants to contribute to a positive and supportive practice environment.

Client Experience

At Psych Experts, we recognise that many clients may contact a psychological practice during a difficult or stressful period in their lives.

The successful applicant will therefore need to demonstrate empathy, patience and professionalism when communicating with clients.

You will be expected to:

• Listen carefully to client enquiries.
• Communicate information clearly and respectfully.
• Maintain appropriate professional boundaries.
• Handle sensitive conversations discreetly.
• Escalate clinical or complex matters to the appropriate psychologist or manager.
• Ensure clients feel respected and supported throughout their administrative interactions with the practice.

Why Join Psych Experts?

• Join a growing and established psychological practice in Parramatta.
• Work alongside experienced psychologists and mental health professionals.
• Be part of a supportive and professional team.
• Develop your experience within the psychology and mental health sector.
• Opportunity for ongoing work and increased hours as the practice grows.
• Gain experience across psychology practice administration, client intake and practitioner support.
• Work in a professional environment where client care and service are highly valued.

How to Apply

If you are an experienced receptionist who is passionate about providing excellent client service and would like to join a growing psychological practice, we would love to hear from you.

Please submit your resume and a brief cover letter outlining your relevant experience and why you would be a good fit for Psych Experts.

Pay: $58,000.00 – $60,000.00 per year

Work Location: In person